Meeting Rooms

All 10 of the District’s libraries have a meeting room that may be reserved by the public. Size and layout of the meeting rooms vary by library.

Library supervisors or their designees are available to answer questions and will approve use of the meeting rooms based solely on the District’s meeting room policy. Note that library sponsored events have priority in scheduling the rooms.

Meeting Room Accommodations

Each meeting room has a projection screen, a dry erase board, and markers (available upon request).

Airway Heights: 50 chairs and 6 tables

Argonne: 65 chairs and 10 tables

Cheney: 55 chairs and 7 tables

Deer Park: 60 chairs and 6 tables

Fairfield: 35 chairs and 4 tables

Medical Lake: 40 chairs and 6 tables

Moran Prairie: 100 chairs and 12 tables

North Spokane: 100 chairs and 23 tables

Otis Orchards: 62 chairs and 5 tables

Spokane Valley: 105 chairs and 12 tables

Conference Rooms

Conference rooms accommodate 6-10 persons (varies by location). They contain one large table, chairs, and a dry erase board. Conference rooms in Moran Prairie and Spokane Valley are available for public use outside of regular open hours. Conference rooms in Argonne, Deer Park, and North Spokane are available only during hours the library is open.

Reservations and Cancellations

Reservations
Reservation requests must be submitted at least two days before the event. Reservations are not confirmed until the request is approved.

Requests are limited to one reservation per month and may not be made more than two (2) months in advance.

In addition to reserving meeting and conference rooms during regular open days and hours, meeting rooms—and conference rooms in some facilities—may be reserved for days and hours when the library is not open. (Temperature settings when the building is otherwise unoccupied are 65 degrees for heating and 80 degrees for cooling. This will not be adjusted to accommodate use outside of regular open hours and days.) A key will be given to the person signing the reservation application form. That person is responsible for securing the building and returning the key.

Cancellations
The applicant must inform the library of the need to cancel a scheduled meeting as quickly as possible. Repeated cancellations or failure to notify may result in loss of room privileges.

Use of the Meeting Rooms

Users of the meeting or conference rooms must adhere to any posted room capacities.

Permission to use the rooms includes ordinary use of the furniture and fixtures, including chairs, tables, and kitchenette. The District does not provide kitchen equipment. Persons or groups must provide their own supplies.

Refreshments and light catered meals may be served. Meal preparation is not allowed. A deposit may be required of groups serving food and/or beverages.

No alcoholic beverages may be served or consumed on District property.

All libraries have wireless access available. Some audio-visual equipment is available for use at Moran Prairie and Spokane Valley libraries. Ask for details.

Furniture and room set-up are the responsibility of the group using the room.

Users are responsible for cleaning up and restoring the room to its original condition before leaving. Food garbage must be removed unless other arrangements are approved prior to use of the room. A cleaning/maintenance fee (minimum $25) will be charged if the room is not left in satisfactory condition.

Nothing may be affixed or mounted in any way to the walls except where tackable wall surface or hanging appliances are provided.

The District assumes no liability for theft or damage to property brought onto library property or for injury which occurs as a result of actions of sponsors or participants in activities.

Meetings of groups whose members are under eighteen (18) years old must be supervised by an adult.

Persons or groups using the meeting rooms must not distribute materials, such as leaflets or pamphlets, or solicit the purchase of goods or services outside the room.

Failure to follow meeting room policies and procedures may result in loss of room privileges.

Endorsements, Exceptions, and Liability

Endorsements
No individual or group may state or imply District endorsement or sponsorship of events in District meeting or conference rooms. To establish the fact that the District is not sponsoring the event, all publicity which uses the name of the library or District must include the statement:

“Sponsored by (name of the organization reserving the room)”

A group or organization may not use the name and address of any District library as its headquarters or in the official address of the organization.

Exceptions
The District reserves the right to limit the use of the rooms if use would result in interference with the proper functioning of the library. This includes, but is not limited to, creating a situation which limits District activities or customers’ access to the library or its services; examples are activities which produce excessive noise or which require use of more parking spaces than can be accommodated at that time.

Liability
The person(s) listed on the registration form will be held responsible for any expense the District incurs as a result of a group’s or individual’s use of the rooms; examples are response to false security alarms, lost keys, special cleaning.